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ROMA Lab邮件沟通与协作参考手册

最后更新

本节目录

前言

本手册旨在提升实验室成员（包括导师、研究员、学生）在学术与专业场景下的邮件沟通能力。有效的邮件沟通不仅是礼貌的体现，更是推动研究进展、建立学术合作、管理团队事务的关键技能。我们鼓励实验室每位成员参考并灵活运用本手册中的原则与模板，共同营造高效、专业、互相尊重的沟通文化。

第一部分：核心原则与基础礼仪

1.1 主题行：邮件的“第一印象”

1.2 专业签名档
建议使用统一格式，包含以下信息：

[您的全名] ([您的代词]) (e.g., he/him, she/her, they/them)
[您的职位] (e.g., Research Fellow, PhD Candidate)
[您的实验室名称] (e.g., AI Lab)
[您的所属院系与大学]
[您的办公室地址]
[您的办公电话] (可选)
[您的邮箱]
[您的个人主页/实验室网站链接]

1.3 基础沟通礼仪

第二部分：导师指导与研究管理

2.1 常规进度跟进主题： Quick Update on [Project Name]

Dear [Student Name],

Hope you are having a productive week.

I'm writing to check in on the progress of [Project Name]. Have you had a chance to [完成某个具体任务，如：run the baseline experiments]?

It would be great if you could provide a brief update by [日期]. Also, please let me know if you are facing any challenges or would like to schedule a meeting to discuss next steps.

Looking forward to hearing from you.

Best regards,
[Your Name]

2.2 分配具体任务主题： Action Items for [Paper Title] - Deadline [Date]

Dear [Student Name],

As we advance on [Paper Title], please complete the following tasks in the shared Overleaf project by [日期]:

  1. Motivations (1-2 bullet points)
  1. Challenges of existing work (up to 3 bullet points)
  1. Our contributions (up to 3 bullet points)

Additionally, please briefly explain the underlying connections between these three lists.

Do you wish to have a quick sync this week? Please let me know your availability.

Feel free to stop by my office if you prefer a face-to-face discussion.

Kind regards,
[Your Name]

2.3 跟进长时间未回复主题： Follow-up: [Project Name]

Dear [Student Name],

Hope you are well. It has been [e.g., 2 weeks] since our last communication.

I haven't received an update on [Project Name] for a while and I'm following up to ensure everything is on track. It would be greatly appreciated if you could let me know your current status or any problems you've encountered.

We could arrange a meeting this week to evaluate our progress if needed. Please get back to me by [日期].

Best regards,
[Your Name]

第三部分：学生主动沟通与请示

3.1 首次联系潜在导师主题： PhD Application Inquiry: [Your Name] - Interest in [Research Area]

Dear Professor [Last Name],

My name is [Your Name], and I am a [Your Current Status]. I am writing to express my profound interest in your research on [Mention 1-2 specific research topics of the professor].

In particular, I was fascinated by your paper "[Paper Title]". This aligns perfectly with my past experience in [Your relevant experience] and my ambition to pursue [Your research goal].

I am planning to apply for the [Program Name] at [University]. I have attached my CV and transcript for your reference.

Would you be open to accepting new PhD students for the upcoming academic year? I would be grateful for the opportunity to discuss my background and research interests with you further.

Thank you for your time and consideration.

Sincerely,
[Your Name]

3.2 请求推荐信主题： Request for Recommendation Letter - [Your Name]

Dear Professor [Last Name],

I hope this email finds you well. This is [Your Name], who previously [e.g., took your ML course and worked as your RA on the XX project].

I am currently applying for [e.g., PhD programs] and I am writing to respectfully ask if you would be willing to write a strong letter of recommendation for me.

The deadline is [Date]. To assist you, I have attached my CV, personal statement, and a summary of our work together.

Please let me know if you feel comfortable supporting my application.

Thank you so much for your guidance and support.

Best regards,
[Your Name]

3.3 预约会议并共享议程主题： Meeting Agenda & Request: Discussion on [Topic]

Dear Professor [Last Name],

I would like to request a meeting to discuss [The main topic, e.g., the experimental results for Section 3].

To make our discussion more efficient, I have prepared a brief agenda:

  1. Update on [Task A]
  1. Challenges with [Task B] and proposed solutions
  1. Questions regarding [Task C]
  1. Next steps and timeline

Please let me know what time next week would be convenient for you. I am available on [List 2-3 specific time slots].

Thank you,
[Your Name]

第四部分：学术对外交流

4.1 学术求职（博士后/教职）主题： Inquiry Regarding Postdoctoral Opportunities

Dear Professor [Last Name],

I hope this email finds you well.

My name is [Your Name], and I am currently a [Your Position] at [Your University]. I have been closely following your impactful work on [Specific research area], and I am deeply inspired by your contributions to [Mention a specific paper or topic].

My research focuses on [Your research focus], which I believe aligns remarkably well with the ongoing projects in your group.

I have attached my CV and a brief research proposal for your consideration. I would be honored to discuss any potential opportunities to contribute to your esteemed team.

Thank you for your time and consideration.

Warm regards,
[Your Name]

4.2 期刊/会议投稿状态查询主题： Inquiry about Manuscript Status - [Manuscript ID]

Dear [Editor's Name],

I hope this email finds you well.

We are writing to kindly follow up on the status of our manuscript, "[Your Manuscript Title]" (ID: [Manuscript ID]), submitted on [Submission Date].

Further to your previous email on [Date of last email], we learned that [e.g., the reviews are being finalized]. We are wondering if there is any update on the decision timeline.

[可选：说明紧迫性]
We apologize for any inconvenience, but as this work addresses a timely problem in [Your Field], we are hopeful to share our findings with the community as soon as possible.

Thank you for your time and hard work. Please also extend our gratitude to the reviewers.

We look forward to hearing from you.

Sincerely,
[Your Name]

4.3 学术合作请求主题： Collaboration Inquiry: [Brief Project Idea]

Dear Professor [Last Name],

I hope this email finds you well. My name is [Your Name] from [Your Lab]. I have been following your excellent work on [Their research area], particularly your paper on [Specific paper].

Our lab has been working on [Your research area], and we have developed [Your tool/method/finding] that we believe could be powerfully combined with your expertise in [Their expertise] to tackle [Shared problem].

Would you be open to a brief discussion to explore potential collaboration ideas? We are flexible and can meet at your convenience.

Thank you for considering this opportunity.

Best regards,
[Your Name]

第五部分：实验室内部管理

5.1 宣布组会/研讨会主题： Lab Meeting This [Day], [Date] - Presenter: [Name]

Hi everyone,

Our weekly lab meeting will be held as usual.

Please come prepared to engage in a constructive discussion. Kindly upload your slides to the shared drive by EOD [Date].

Best,
[Your Name]

5.2 发布项目/招聘信息主题： [RA/Intern] Opportunity: [Project Brief Description]

Dear Lab Members,

A research opportunity is available in our lab focusing on [Project Area].

Responsibilities include:

Ideal candidates should have:

If you are interested, please send your CV and a brief statement of interest to me by [Date].

Cheers,
[Your Name]

5.3 发送附件/文件主题： [File Description] for Your Reference

Dear [Recipient Name],

Please find attached the [Description of the file, e.g., project report, meeting minutes] for your review.

For your easy reference, I have also attached [any additional files, e.g., a template or guidelines].

Should you have any questions, please do not hesitate to contact me.

Thank you.

Best regards,
[Your Name]

Encl:

第六部分：高级技巧与情境应对

6.1 如何优雅地跟进

6.2 处理分歧或敏感问题

6.3 跨文化沟通要点